Scheduling

Girard's Scheduling Platform combines the best features of Calendly, Acuity, and Cal.com with AI-powered booking intelligence. Manage appointments, availability, and calendar complexity with ease.

Overview

The Scheduling Platform provides:

• Event Types - Custom booking pages for different meeting types
• Availability Rules - Complex availability with buffers and limits
• Calendar Sync - Google, Outlook, iCloud calendar integration
• Recurring Patterns - Daily, weekly, monthly recurring schedules
• Blackout Periods - Block specific dates and times
• Business Hours - Define working hours with exceptions
• Rate Limiting - Prevent overbooking
• AI Booking Agent - Natural language scheduling

Getting Started

Access scheduling from the dashboard:

• Scheduling Dashboard - /scheduling
• Event Types - /scheduling/event-types
• Availability - /scheduling/availability
• Appointments - /scheduling/appointments

Event Types

Creating Event Types

1. Navigate to Scheduling > Event Types
2. Click New Event Type
3. Configure:
   • Name - "30-Minute Discovery Call"
   • Duration - 15, 30, 45, 60+ minutes
   • Location - Zoom, Google Meet, phone, in-person
   • Description - What to expect
   • Questions - Pre-meeting intake form

Event Type Settings

event_type:
  name: "Strategy Session"
  slug: "strategy"
  duration: 60
  buffer_before: 15
  buffer_after: 15
  min_notice: 24     # hours
  max_advance: 30    # days
  locations:
    - type: zoom
      auto_create: true
    - type: phone
      number: "+1-555-0123"
  questions:
    - label: "What's your biggest challenge?"
      type: textarea
      required: true
    - label: "Company size"
      type: select
      options: ["1-10", "11-50", "51-200", "200+"]

Booking Page Customization

Customize your booking page:

• Branding - Logo, colors, custom CSS
• Messaging - Confirmation text, reminders
• Questions - Custom intake forms
• Redirects - Post-booking redirect URL
• Embed - Embed on your website

Availability Management

Basic Availability

Set your default working hours:

availability:
  timezone: "America/New_York"
  weekly_hours:
    monday: ["09:00-12:00", "13:00-17:00"]
    tuesday: ["09:00-12:00", "13:00-17:00"]
    wednesday: ["09:00-12:00", "13:00-17:00"]
    thursday: ["09:00-12:00", "13:00-17:00"]
    friday: ["09:00-12:00", "13:00-15:00"]
    saturday: null
    sunday: null

Advanced Scheduling

Recurring Patterns

Define complex recurring schedules:

recurring_patterns:
  - name: "Weekly Team Meeting Prep"
    pattern: WEEKLY
    interval: 1
    daysOfWeek: [1]  # Monday
    timeStart: "08:00"
    timeEnd: "09:00"
    blockType: preparation

  - name: "Monthly Board Meeting"
    pattern: MONTHLY_NTH
    nthWeek: 3         # Third week
    dayOfWeek: 3       # Wednesday
    timeStart: "14:00"
    timeEnd: "16:00"
    blockType: meeting

  - name: "Quarterly Review"
    pattern: QUARTERLY
    monthOfQuarter: 3  # Last month
    dayOfMonth: 15
    timeStart: "10:00"
    timeEnd: "12:00"

Pattern Types:

Pattern	Description	Example
DAILY	Every N days	Daily standup
WEEKLY	Specific days each week	Monday meetings
BI_WEEKLY	Every two weeks	Sprint planning
MONTHLY	Specific day of month	Monthly review
MONTHLY_NTH	Nth weekday of month	2nd Tuesday
QUARTERLY	Once per quarter	Quarterly board
YEARLY	Annual events	Annual review

Blackout Periods

Block specific times:

blackout_periods:
  - name: "Company Retreat"
    start: "2026-03-15"
    end: "2026-03-18"
    allDay: true
    recurring: false

  - name: "Focus Friday Afternoons"
    start: "2026-01-01"
    end: "2026-12-31"
    allDay: false
    timeStart: "13:00"
    timeEnd: "17:00"
    daysOfWeek: [5]  # Fridays
    recurring: true

Business Hours with Exceptions

Configure business hours with holiday exceptions:

business_hours:
  timezone: "America/New_York"
  default:
    monday: ["09:00-17:00"]
    tuesday: ["09:00-17:00"]
    wednesday: ["09:00-17:00"]
    thursday: ["09:00-17:00"]
    friday: ["09:00-17:00"]

  exceptions:
    - date: "2026-07-04"
      name: "Independence Day"
      hours: null  # Closed

    - date: "2026-12-24"
      name: "Christmas Eve"
      hours: ["09:00-12:00"]  # Half day

    - date: "2026-12-31"
      name: "New Year's Eve"
      hours: ["09:00-14:00"]

  holidays:
    - US_FEDERAL  # Includes all US federal holidays

Rate Limiting

Prevent overbooking:

rate_limiting:
  daily_max: 8           # Max 8 meetings per day
  weekly_max: 25         # Max 25 per week
  monthly_max: null      # No monthly limit
  consecutive_max: 3     # Max 3 back-to-back
  min_gap_minutes: 15    # 15 min between meetings

Schedule Layering

Combine multiple schedule rules:

layers:
  - name: "Base Availability"
    priority: 1
    type: available
    rules: weekly_hours

  - name: "Recurring Blocks"
    priority: 2
    type: blocked
    rules: recurring_patterns

  - name: "Blackouts"
    priority: 3
    type: blocked
    rules: blackout_periods

  - name: "Rate Limits"
    priority: 4
    type: limit
    rules: rate_limiting

Calendar Integration

Connecting Calendars

Sync with external calendars:

1. Navigate to Settings > Calendars
2. Click Connect Calendar
3. Choose provider:
   • Google Calendar (OAuth)
   • Microsoft Outlook (OAuth)
   • Apple iCloud
   • CalDAV (generic)
4. Authorize access
5. Configure sync settings

Sync Options

calendar_sync:
  provider: google
  calendar_id: "primary"
  sync_direction: bidirectional
  conflict_detection: true
  busy_status_check: true
  create_events: true
  update_events: true
  delete_events: false

Conflict Detection

Automatically prevent double-booking:

• Check all connected calendars
• Respect "busy" status
• Buffer time consideration
• Team calendar awareness

Team Scheduling

Round Robin

Distribute bookings across team:

round_robin:
  mode: "availability_first"  # or "equal_distribution"
  members:
    - userId: "user_1"
      weight: 1.0
    - userId: "user_2"
      weight: 1.5  # Gets 50% more bookings
    - userId: "user_3"
      weight: 1.0

Collective Scheduling

Find time when everyone is available:

collective:
  required_attendees:
    - "user_1"
    - "user_2"
  optional_attendees:
    - "user_3"
  min_available: 2  # At least 2 required must be free

AI Booking Agent

Natural Language Booking

Let AI handle scheduling conversations:

User: "Can we meet next week to discuss the proposal?"

AI: "I'd be happy to schedule that! I have availability:
- Tuesday 2pm-3pm
- Wednesday 10am-11am
- Thursday 3pm-4pm

Which works best for you?"

User: "Wednesday works"

AI: "I've booked Wednesday, January 15th at 10am for 60 minutes.
You'll receive a calendar invite shortly. See you then!"

Smart Suggestions

AI suggests optimal meeting times based on:

• Historical booking patterns
• Participant time zones
• Meeting type and duration
• Travel time (for in-person)
• Energy levels (morning vs afternoon)

Notifications & Reminders

Confirmation Emails

Automatic booking confirmations:

• Meeting details
• Calendar invite (.ics)
• Location/dial-in info
• Pre-meeting questions
• Reschedule/cancel links

Reminder Sequence

reminders:
  - timing: 24h_before
    channel: email
    template: "reminder_24h"

  - timing: 1h_before
    channel: sms
    template: "reminder_1h"

  - timing: 10m_before
    channel: email
    template: "reminder_10m"

No-Show Handling

Automated follow-up for no-shows:

• Send "we missed you" email
• Offer reschedule link
• Track no-show patterns
• Adjust booking rules

Payments & Packages

Paid Bookings

Accept payments for appointments:

payment:
  enabled: true
  provider: stripe
  amount: 15000  # $150.00
  currency: USD
  collect_at: booking
  refund_policy: "24h"

Packages

Sell appointment packages:

package:
  name: "Coaching Package"
  sessions: 4
  price: 50000  # $500.00
  validity: 90  # days
  transferable: false

API Reference

Check Availability

GET /api/v1/scheduling/availability
?eventTypeId=evt_123
&start=2026-02-01
&end=2026-02-28
&timezone=America/New_York

Response:
{
  "slots": [
    {
      "start": "2026-02-10T09:00:00-05:00",
      "end": "2026-02-10T09:30:00-05:00"
    },
    {
      "start": "2026-02-10T09:30:00-05:00",
      "end": "2026-02-10T10:00:00-05:00"
    }
  ]
}

Create Booking

POST /api/v1/scheduling/bookings
{
  "eventTypeId": "evt_123",
  "start": "2026-02-10T09:00:00-05:00",
  "attendee": {
    "name": "John Doe",
    "email": "john@example.com"
  },
  "responses": {
    "challenge": "Scaling our team",
    "company_size": "51-200"
  }
}

Reschedule Booking

PATCH /api/v1/scheduling/bookings/{id}/reschedule
{
  "newStart": "2026-02-12T14:00:00-05:00",
  "reason": "Conflict with another meeting"
}

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